Student Travel Policy – Domestic

Domestic travel includes travel within and between any of the 50 States of the United States and its possessions and territories and also includes travel between the United States and Canada and within Canada, and between the United States and Mexico and within Mexico. For travelers who live outside the United States and it possessions, domestic travel is that travel performed within the travelers’ own country. Note: A passport is required for travel between the United States, Canada and Mexico.

Overview of Student Travel

This policy has been developed to provide a guide and clear instructions for students and faculty/staff members involved in university sponsored travel. This policy is applicable to travel sponsored by student organizations and to departmental travel in which students are involved.

Our primary regulation is that all University travel must be pre-approved. Prior travel approval insures the traveler’s supervisor and/or department head approves of the activity, funds are available for reimbursement of expenses, travel is allowable on the funds, and traveler is covered under workman’s compensation insurance.

Student Conduct and Responsibilities

Students involved in student travel, are expected and required to abide by the laws of the State of Indiana and of the United States and the rules and regulations of Purdue University, to conduct themselves in accordance with accepted standards of social behavior, to respect the rights of others, and to refrain from any conduct which tends to obstruct the work of the University or to be injurious to the welfare of the University. A student who violates these general standards of conduct may be subject to administrative actions and/or disciplinary penalties. University policy prohibits the use or possession of alcoholic beverages on campus and while involved in University sponsored activities while traveling.

The following are a limited list of additional common rules that students must follow while traveling. This list is not an all-inclusive list.

Students must attend all scheduled events and activities. Permission to leave the group must be received from a university representative once all scheduled events and activities have concluded.

Students are responsible to arrive on time at all scheduled activities and events as indicated by school representatives and/or distributed itinerary.

Students are responsible for paying any local and long distance telephone calls or other incidental charges charged to room in which they occupy.

Students will be held financially responsible for any damages or losses that they may cause, i. e. damages to hotel rooms, theft of hotel linen, etc.

Procedures – The Form 17, Request for Authority to Travel on University Business, is the University document that communicates the need to be in travel status when traveling outside Indiana. For the purpose of Student Travel, a Form 17 must be completed when students are involved in travel whether in or out of the State of Indiana. The Form 17 should be approved at least four weeks prior to the travel if the Travel Center will be making any travel arrangements.A student or student group is in travel status when traveling on official business for Purdue whether or not expenses will be reimbursed by the University.

Procedure – Accompanied by Faculty/Staff Member

Have Travel Center complete Form 17 with all supporting documentations and attach list of students who are traveling.

Department to complete Waiver, Release and Hold Harmless Agreement Form for all students participating in travel.

If more than one staff person is traveling, make certain that all student expenses for the trip are placed on at least one accompanying faculty/staff member’s Form 17.

Department to complete Emergency Contact Form for each student participating in travel.

Department to develop a travel itinerary that is to include dates and times of all travel activities; the name, institution, telephone number, and title of all contact persons; the name address, city, state, and telephone of all places of lodging; when using a chartered bus – the company name, contact person(s), address, telephone number, and bus driver’s name; when traveling by air – flight information such as airline name, air port name, and departure and arrival times; and the departure time from Purdue University Northwest and the estimated arrival time back at Purdue University Northwest.

Procedure – Not Accompanied by Faculty/Staff Member

Have Travel Center complete Form 17 with all supporting documentations for students participating in travel.

Department to develop a travel itinerary that is to include dates and times of all travel activities; the name, institution, telephone number, and title of all contact persons; the name address, city, state, and telephone of all places of lodging; when using a chartered bus – the company name, contact person(s), address, telephone number, and bus driver’s name; when traveling by air – flight information such as airline name, airport name, and departure and arrival times; and the departure time from Purdue University Northwest and the estimated arrival time back at Purdue University Northwest.

Department to develop a travel itinerary that is to include dates and times of all travel activities; the name, institution, telephone number, and title of all contact persons; the name address, city, state, and telephone of all places of lodging; when using a chartered bus – the company name, contact person(s), address, telephone number, and bus driver’s name; when traveling by air – flight information such as airline name, air port name, and departure and arrival times; and the departure time from Purdue University Northwest and the estimated arrival time back at Purdue University Northwest.

Procedures – Student Organizations
All forms need to be submitted two weeks prior to travel

Student Organizations are required to complete the online Event Request Form. If you are not a member of a student organization, proceed to step 2.

Complete Form 17 with the Travel Center. If Travel Center is making/paying arrangements they will need this form completed at least four weeks before travel.

If students will be operating a university owned or leased vehicle or personal vehicle with other student passengers they will need to complete the Form RM 01S: Request for Driver Authorization-Student/Volunteer. Various fees apply based on the State of where the Driver’s License is issued. The RM 01S form will need to be renewed every year.

In the event that a student needs to operate a University owned or leased vehicle, proper reservations are required. Please contact the Travel Center to complete a Vehicle Reservation Form.

Form RM 01: Request for Non-Employee to Operate Purdue University Vehicle – Must be completed when students will be operating a university owned or lease vehicle. Forms must be mailed to Risk Management one week prior to start of the trip. A copy of a valid driver’s license must be attached to this form.

Lodging – The Travel Center is able to pre-pay all (student and faculty/staff) lodging cost for travel where students are involved.

Subsistence – A cash advance to cover subsistence for students may be requested from the Business Administrator for Student Services’ office. This request is based upon the subsistence rate noted in the approved Form 17. Accompanying faculty/staff subsistence will be reimbursed upon return using the Concur system.

Transportation Cost – Rental car and taxi expenses can not be pre-paid by the Travel Center.. Not sure that the University would do a cash advance. Faculty or Staff can use their VISA Travel card to pay for these expenses. Students would have to pay with personal funds and then be reimbursed after the travel.

Admission Fees – A cash advance for admission fees for students and accompanying faculty/staff may be requested from the Business Administrator for Student Services’ office, if the vendor does not accept a credit card. If the vendor does except a credit card then the Travel Center can pre-pay this expense.

Cash Advance – A Cash Advance can be requested for any costs not paid by the Travel Center. You must have an approved Form 17 before the cash advance can be requested. It can take 3-4 weeks to process.

Sources of Funding

Academic Departments/Schools

Sponsored Programs

Vice Chancellor for Academic Affairs

Student Government

Any other University Accounts

Before You Leave

Pick up all Cash Advances

Collect all required forms for travel

Upon leaving the University, the chaperone or person in charge of the trip is to leave a copy of the itinerary and a list of names of persons participating in trip with the Travel Center, the University Police, the Vice Chancellor for Enrollment Management and Student Affairs, and his or her home department. If traveling as part of a registered student organization, then completed Waiver, Release and Hold Harmless Agreement forms must be left with the Office of Student Life.

While Traveling

Keep up with all receipts, invoices, etc. that are received throughout the trip

In case of an incident (student required to seek medical attention)

Make certain that student or faculty/staff member receives the required medical attention.

Report it to the Purdue University Northwest Police Department – 219.989.2911.

Non-Student Organizations- If reimbursement is required, submit all necessary forms and documents to the Travel Center. Students who work on campus can complete an Expense report in the Concur system by scheduling an appointment with the Travel Center. Those students who do not work on campus would have the department prepare a DIV and Substitute W-9 to reimburse the student.

Student Organizations- If reimbursement is required, submit all necessary forms and documents to the Business Manager’s office for Enrollment Management and Student Affairs.